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Home My WebLink About1. 2014-07-02 CSE Minutes DRAFTCSE Minutes Regular Meeting: July 2, 2014 Page 1 of 4 DRAFT MINUTES: COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, July 2 , 2014 @ 8:30 a.m. CSE Members Present: Jeff Andrews Bobby Bank Amy Cassidy Barry Davis Mark Gordon Rayla Kundolf Nicole Whitaker Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Others Present: Laura Waniuk, Event Liaison Margaret Rogers, Vail Town Council Sean Glackin, Alpine Quest Sports Cabal Yarne, Lionshead Merchant Association/Vail Chamber Business Association, Arriesgado Missy Johnson, Highline Brooke Macke, Vail Resorts Kendyl Severino, Vail Resorts Meeting materials may be accessed at: http://www.vailgov.com/WebLink8/0/fol/305888/Row1.aspx CSE Chair, Barry Davis, called the meeting to order at 8:30 a.m. Administrative Items Approval of the Minutes of the CSE Regular Meeting of June 4, 2014  Motion to approve the minutes of the CSE meeting of June 4, 2014, as presented. M/S/P: Kundolf/Cassidy/Unanimous-The motion passed 7-0. CSE Minutes Regular Meeting: July 2, 2014 Page 2 of 4 Financial Update See attached document, Vail SnowDaze and Holidaze are the only events for which agreements have not yet been sent. Funding agreements will go out after Highline provides information on specific dates and content. TIER IV Funding Procedure Update Please see Town of Vail application included in packet for Tier IV. Applications were due on 6/27. The Town Council will determine what portion of the total budget is designated for allocation by the CSE. Six organizations have submitted for Tier IV funding. Trademark Status: Vail Oktoberfest and Vail America Days They have gone all the way through the process. Navas will check with Matt Mire to determine in what form the official record should be expected. Confirm: Joint meeting with ERC/CSE/LLA and change of date to Thursday, August 14 from 1pm-3pm The meeting is tentatively scheduled for The Grandview. All CSE members except for Bank can attend. Proposed joint meeting with VEAC – Date: Tuesday, September 9 (tentative date) Currently most of the CSE members can attend. Update on marketing efforts for summer events Please see presentation. Waniuk and Navas are currently working with Kick It 3x3 soccer tournament to improve communication. Vail Rocks, new event manager, but marketing is coming together well. Colorado Wine and Spirits Festival in LH, Sept 26-27 Navas reported that Asmussen has been struggling with liquor license issues in Lionshead. Asmussen said that she is going ahead with the event in any case, either in Arrabelle or in the mall, should agreement from Arrabelle not materialize. Davis asked about the communication with the Lionshead merchant association; Asmussen has not been able to get a final answer from either the Lionshead Merchants Association or Arrabelle. Permit is due around August 1. Highline has been able to work with Arrabelle to have profit sharing for events such as Oktoberfest. Andrews stated that the Arrabelle team is very cooperative and tries to work with the event producers. Cabal Yarne, the representative from the Lionshead Merchant Association explained that Asmussen’s event is for profit, and normally they work with non- profits. The Lionshead Merchant Association is discussing the possibility of collecting the revenue and then reimbursing Asmussen after the event. Event Recap: Vail Whitewater Kayak Series It was a great event, very successful. The main issue was parking for the participants who had been asked to unload their gear and park in the parking structure. Lots of spectators, Up the Creek and Mountain Standard patios were both full. Work Plan Progress: The following 4 items reflect suggested tasks for Q3 Overall strategy – what are we changing? What are we keeping? What does that recap program look like? Do we want to keep it the same or accept the revised Tier Definitions? CSE Minutes Regular Meeting: July 2, 2014 Page 3 of 4 Review results of Community Surveys Navas stated that there were around 700 people who took the survey. The survey reported high levels of satisfaction with the town of Vail and the quality of events. Re-evaluate objective event selection, funding and evaluation criteria based on alignment with Council goals and VLMD research results and marketing focus. Review of the VLMD goodness research survey, please see slides. Only destination guests took the survey. This research helps provide foundation for assessing event selection criteria. McDonald stated that we need to have the calendar of events up and ready in January so guests feel like there is something to do in Vail. Andrews stated that from a lodging point of view, larger events should be posted six months to a year in advance. The other ambient events are valuable, but do not provide a specific reason to book hotel stays. McDonald stated it has been an ongoing challenge to get hotel rates posted ahead of time and have their inventory loaded online. Properties need to have their rates ready a year in advance. Navas discussed the slide about barriers and how important it is to get the summer hotel rates up as soon as possible so guests don’t think that it’s too expensive here. Reviewed revised criteria ratings, subtle changes in rating and verbiage. Please see the attached and updated Criteria scorecard and Tier Definitions documents which have been edited to include changes as requested in the discussion. Current Guidelines for Post Event Recaps Navas discussed the current post event recap guidelines: Who is responsible for taking a survey? Who pays for it? Currently events receiving $10k or under are not required to conduct an independent survey. Andrews stated that in the memo we asked for $50k from the Town Council, and he stated that he thinks that we could do a significantly smaller and simpler survey that would provide the information that is needed, and save costs. It is a CSE responsibility to supply event review data to Town Council, Taxpayers, and Business Community. Andrews stated that if the CSE creates a simple survey, all events should be able to utilize it. McDonald stated that we have the VLMD intercept study going on over the summer, so perhaps we can get the NPS data from the VLMD and use that for assessments. She added that it may be possible to get preliminary data on a weekly basis that could illustrate NPS scores relative to the events taking place within the previous week. Kundolf also stated that another report, DestiMetrics, is a valuable tool to identify event successes with respect to occupancy rates. Andrews stated that we can cull the questions down since VLMD has received so much of the target demographic data from the goodness research. McDonald noted that the CSE won’t know if the request to include an item in the overall TOV budget to survey all publicly funded events will be approved until late October, which is several weeks after the RFP is scheduled to go out. CSE members agreed that the RFP will state that each event producer will have to provide recap data substantiated by an independent survey but there will be a lot fewer questions involved in the survey, and the requirement may be waived should the CSE’s request be approved. CSE Minutes Regular Meeting: July 2, 2014 Page 4 of 4 McDonald suggested inviting the VLMD to attend the CSE August meeting, as today’s discussion of criteria and review would be of interest to them . Davis agreed that was a good idea and they should be encouraged to come. (Following the meeting, Andrews suggested that it would be better to invite them to the September 3rd meeting, when the documents will be in a more final format. CSE members agreed.) Determine survey/recap requirements for 2015 and implementation options Navas stated the RFP for 2015 events is scheduled for final approval in the September meeting and needs to be posted as immediately following as possible. The information collected from today’s meeting will be presented in a draft RFP document at the August meeting. Sponsorship deliverables: request to be included in RFP as part of application for funding? The question was asked if sponsorship deliverables should be defined as part of the RFP. The CSE responded it should be part of overall agreement, but not part of the RFP. New Business and Community Input Bank queried why the banners from the Arts Festival were taken down and the Bravo banners were put up before the Arts Festival began, and remarked that this needs to be kept in mind for future events. McDonald explained that the staff manages a complex banner display program, and will try to give each event the most exposure possible.  Motion to adjourn at: 10:59 a.m. M/S/P: Kundolf/Cassidy/Unanimous- The motion passed 7-0. Next CSE Meeting: Wednesday, August 6, 2014 @ 8:30 a.m. Vail Town Council Chambers